Office Manager

Job Description

Job Description

We are looking for a dependable Office Manager to support daily administrative operations and customer account coordination for an on-site team. This Long-term Contract position is ideal for someone who can keep office activities running smoothly while serving as a key contact for customers, vendors, and internal staff. The role combines office oversight, communication support, and account follow-up to strengthen workflow efficiency and maintain a high level of service.

Responsibilities:
• Oversee day-to-day office functions to ensure administrative activities are organized, timely, and aligned with business needs.
• Communicate with customers regarding account questions, payment reminders, and outstanding balances in a clear and courteous manner.
• Provide support for billing and receivables processes by tracking invoices, coordinating documentation, and assisting with payment follow-up.
• Answer incoming calls, manage scheduling needs, and relay service-related updates to customers and internal team members.
• Maintain accurate office records, organize files, and improve administrative procedures that support efficient operations.
• Coordinate with bookkeeping personnel, leadership, and field staff to reduce delays and keep information flowing effectively.
• Manage vendor-related administrative tasks, including supply orders and general office resource coordination.
• Assist with dispatching and service communication to help technicians stay informed and prepared.
• Identify practical ways to improve office workflow, customer responsiveness, and overall operational support.• Prior experience in office management, administrative coordination, or a similar business support role.
• Strong customer service and verbal and written communication skills.
• Experience assisting with accounts receivable, billing support, collections follow-up, or customer account management.
• Ability to manage multiple priorities in a fast-paced office or service environment.
• Proficiency with standard office administrative tasks, including phone coverage, scheduling, recordkeeping, and supply management.
• Familiarity with QuickBooks or other accounting software is preferred.
• Background in HVAC, construction, home services, or a related industry is a plus.
• Ability to work independently, stay organized, and address problems proactively.